Zynk Workflow Documentation

Import Customers allows you to create new and update existing customers in Sage 200. We recommend that the Id field be populated by the unique id of the customers from the external system, Zynk uses this field to track customers already imported to prevent duplicates being created in Sage, and to allow sales orders to be created without the customer’s account reference (the CustomerId is provided instead, which is useful when the external system does not store the account reference).

Any fields not documented below are not supported with our imports. Examples of where in the XML the fields should appear are shown in the samples below.

Sample import file for creating a customer:

<?xml version="1.0"?>
<Company xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <Id>123</Id>
      <AccountReference>JOE001</AccountReference>
      <CompanyName>Zynk Software Limited</CompanyName>
      <ShortName>ZYNK</ShortName>
      <CreditLimit>1000</CreditLimit>
      <Currency>GBP</Currency>
      <CustomerInvoiceAddress>
        <Title>Mr</Title>
        <Forename>Joe</Forename>
        <Surname>Harrison</Surname>
        <Company>Zynk Software Limited</Company>
        <Address1>Nelson House, Fleming Business Centre</Address1>
        <Address2>Jesmond</Address2>
        <Town>Newcastle upon Tyne</Town>
        <Postcode>NE2 3AE</Postcode>
        <County>Tyne &amp; Wear</County>
        <Country>GB</Country>
        <Telephone>0845 123 2920</Telephone>
        <Email>support@zynk.com</Email>
        <Website>www.zynk.com</Website>
      </CustomerInvoiceAddress>
      <CustomerDeliveryAddress>
        <Title>Mr</Title>
        <Forename>Joe</Forename>
        <Surname>Harrison</Surname>
        <Company>Zynk Software Limited</Company>
        <Address1>Nelson House, Fleming Business Centre</Address1>
        <Address2>Jesmond</Address2>
        <Town>Newcastle upon Tyne</Town>
        <Postcode>NE2 3AE</Postcode>
        <County>Tyne &amp; Wear</County>
        <Country>GB</Country>
        <Telephone>0845 123 2920</Telephone>
      </CustomerDeliveryAddress>
      <TermsAgreed>true</TermsAgreed>
      <TaxCode>4</TaxCode>
      <OverrideTaxCode>false</OverrideTaxCode>
      <VatNumber>796 5763 59</VatNumber>
      <NominalCode>4000</NominalCode>
      <CostCentre>INT</CostCentre>
      <Department>Dep</Department>
      <Contacts>
        <Contact>
          <Title>Mr</Title>
          <Forename>Joe</Forename>
          <Middlename>E</Middlename>
          <Surname>Harrison</Surname>
          <Telephone>0845 123 2920</Telephone>
          <Mobile>0777 777 7777</Mobile>
          <Fax>0845 123 2921</Fax>
          <Email>support@zynk.com</Email>
          <Website>www.zynk.com</Website>
        </Contact>
      </Contacts>
      <DeliveryAddresses>
        <Contact>
          <Id>5230</Id>
          <Company>internetware</Company>
          <Title>Mr</Title>
          <Forename>Joe</Forename>
          <Middlename>E</Middlename>
          <Surname>Harrison</Surname>
          <Address1>Nelson House</Address1>
          <Address2>Fleming Business Centre</Address2>
          <Address3>Jesmond</Address3>
          <Address4></Address4>
          <Town>Newcastle upon Tyne</Town>
          <County>Tyne &amp; Wear </County>
          <Postcode>NE2 3AE</Postcode>
          <Country>GB</Country>
          <Telephone>0845 123 2920</Telephone>
          <Fax>0845 123 2921</Fax>
          <Email>support@zynk.com</Email>
          <VatNumber>796 5763 59</VatNumber>
          <TaxCode>1</TaxCode>
        </Contact>
      </DeliveryAddresses>
      <AnalysisCodes>
        <AnalysisCode>
          <Name>Web Customer</Name>
          <Value>true</Value>
        </AnalysisCode>
      </AnalysisCodes>
    </Customer>
  </Customers>
</Company>

In each of the following sections most of the XML has been omitted to make the samples easier to read. The whole structure of the Company schema is used below as a reference of where fields should be in the XML.

Company

The information below can be specified on the Company tab in Sage. Depending on your configuration at the Task Settings level in Zynk, you may not need to specify an account reference for every customer. This applies when the ‘Auto Generate References’ or ‘Match Accounts On’ settings are enabled.

Sage Field XML Field Example Field Type Field Length Input Notes
- Id 123 string 255 Optional Used internally by Zynk for duplicate prevention and when importing sales orders.
A/C Ref AccountReference JOE001 string 8 Optional Required when ‘Auto Generate References’ and ‘Match Accounts On’ settings are disabled.
Name CompanyName Zynk Software Limited string 60 Optional  If a CompanyName is not provided, it will default to the Title, Forename, Middlename and Surname.
Short Name ShortName ZYNK string 8 Optional   
Credit Limit CreditLimit 1000 double - Optional Defaults to 0 if not provided.
Currency Currency GBP string 3 Optional This field can only be set when creating a new customer. Defaults to the base currency from Accounting System Manager -> Currencies and Exchange Rates if not provided.
Address [Line 1] Address1 Nelson House string 60 Optional  
Address [Line 2] Address2 Fleming Business Centre string 60 Optional  
Address [Line 3] Address3 Jesmond string 60 Optional  
Address [Line 4] Address4 string 60 Optional    
City Town Newcastle upon Tyne string 60 Optional Available in Sage 200 V6 and greater. Can only be set if ‘Use Segmented Addresses’ is enabled in Accounting System Manager -> System Settings.
County County Tyne & Wear string 60 Optional Available in Sage 200 V6 and greater. Can only be set if ‘Use Segmented Addresses’ is enabled in Accounting System Manager -> System Settings.
Post Code Postcode NE2 3AE string 10 Optional  
Country Country GB string 2 Optional Use the 2 letter ISO country code as the value.
Telephone Telephone 0845 123 2920 string 30 Optional  
Fax Fax 0845 123 2921 string 30 Optional  
Website Website http://www.zynk.com/ string 200 Optional  
<?xml version="1.0"?>
<Company xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <Id>123</Id>
      <AccountReference>JOE001</AccountReference>
      <CompanyName>Zynk Software Limited</CompanyName>
      <ShortName>ZYNK</ShortName>
      <CreditLimit>1000</CreditLimit>
      <Currency>GBP</Currency>
      <CustomerInvoiceAddress>
        <Company>Zynk Software Limited</Company>
        <Address1>Nelson House</Address1>
        <Address2>Fleming Business Centre</Address2>
        <Address3>Jesmond</Address3>
        <Town>Newcastle upon Tyne</Town>
        <Postcode>NE2 3AE</Postcode>
        <County>Tyne &amp; Wear</County>
        <Country>GB</Country>
        <Telephone>0845 123 2920</Telephone>
        <Email>support@zynk.com</Email>
        <Website>www.zynk.com</Website>
      </CustomerInvoiceAddress>
    </Customer>
  </Customers>
</Company>

Contacts

The information below can be specified on the Contacts tab in Sage. The default contact is specified as part of the CustomerInvoiceAddress in the XML. Any other contacts are specified in the Contacts section of the XML. The telephone, mobile, fax, email and website are only used to set or update the default value for the corresponding fields in Sage, multiple values cannot be specified.

Sage Field XML Field Example Field Type Field Length Input Notes
Salutation Title Mr string 3 Optional If the salutation does not already exist in Sage, it will be created.
First Name Forename Joe string 60 Optional  
Middle Name Middlename  E string 60 Optional  
Last Name Surname Harrison string 60 Optional  
Telephone Telephone 0845 123 2920 string 30 Optional  
Mobile Mobile 0777 777 7777 string 30 Optional  
Fax Fax 0845 123 2921 string 30 Optional  
Email Email support@zynk.com string 200 Optional  
Website Website http://www.zynk.com/ string 200 Optional  
<?xml version="1.0"?>
<Company xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <CustomerInvoiceAddress>
        <Title>Mr</Title>
        <Forename>Joe</Forename>
        <Middlename>E</Middlename>
        <Surname>Harrison</Surname>
        <Telephone>0845 123 2920</Telephone>
        <Mobile>0777 777 7777</Mobile>
        <Fax>0845 123 2921</Fax>
        <Email>support@zynk.com</Email>
        <Website>www.zynk.com</Website>
      </CustomerInvoiceAddress>
      <Contacts>
        <Contact>
          <Title>Mr</Title>
          <Forename>Joe</Forename>
          <Middlename>E</Middlename>
          <Surname>Harrison</Surname>
          <Telephone>0845 123 2920</Telephone>
          <Mobile>0777 777 7777</Mobile>
          <Fax>0845 123 2921</Fax>
          <Email>support@zynk.com</Email>
          <Website>www.zynk.com</Website>
        </Contact>
      </Contacts>
    </Customer>
  </Customers>
</Company>

Trading

The information below can be specified on the Trading tab in Sage.

Sage Field XML Field Example Field Type Field Length Input Notes
Country Code Country GB string 2 Optional Use the 2 letter ISO country code as the value.
Default Tax Code TaxCode 1 int - Optional Will use the default from the Sales Ledger settings if not provided.
Use Tax Code as SOP Default OverrideTaxCode false bool - Optional  
Tax Number VatNumber 796 5763 59 string 30 Optional  
Order priority OrderPriority A string 1 Optional  
Default Nominal Code - Account Number NominalCode 4000 string 30 Optional Will use the default from Sage if not provided.
Default Nominal Code - CC CostCentre INT string 30 Optional Will use the default from Sage if not provided.
Default Nominal Code - Dept Department Dep string 30 Optional Will use the default from Sage if not provided.
Analysis Code Name Web Customer string 60 Optional If the analysis code does not already exist in Sage, it will not be set on the customer.
Value Value true string 60 Optional If the analysis code does not already exist in Sage, it will not be set on the customer.
<?xml version="1.0"?>
<Company xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <CustomerInvoiceAddress>
        <Country>GB</Country>
      </CustomerInvoiceAddress>
      <TaxCode>4</TaxCode>
      <OverrideTaxCode>false</OverrideTaxCode>
      <VatNumber>796 5763 59</VatNumber>
      <OrderPriority>A</OrderPriority>
      <NominalCode>4000</NominalCode>
      <CostCentre>INT</CostCentre>
      <Department>Dep</Department>
      <AnalysisCodes>
        <AnalysisCode>
          <Name>Web Customer</Name>
          <Value>true</Value>
        </AnalysisCode>
      </AnalysisCodes>
    </Customer>
  </Customers>
</Company>

Payment

The information below can be specified on the Payment tab in Sage.

Sage Field XML Field Example Field Type Field Length Input Notes
Payment terms PaymentTermsDays 30 int - Optional  
Payment terms - from PaymentTermsBasis PaymentDueFromDocumentDate enum - Optional Available values: PaymentDueFromCalendarMonth, PaymentDueFromStartOfMonth, PaymentDueFromEndOfMonth, PaymentDueFromDocumentDate
<?xml version="1.0"?>
<Company xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <PaymentTermsDays>30</PaymentTermsDays>
      <PaymentTermsBasis>PaymentDueFromDocumentDate</PaymentTermsBasis>
    </Customer>
  </Customers>
</Company>

Credit

The information below can be specified on the Credit tab in Sage.

Sage Field XML Field Example Field Type Field Length Input Notes
Terms Agreed TermsAgreed true bool - Optional Will use the default from the Sales Ledger settings if not provided.
<?xml version="1.0"?>
<Company xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <TermsAgreed>true</TermsAgreed>
    </Customer>
  </Customers>
</Company>

Documents

The information below can be specified on the Documents tab in Sage.

Sage Field XML Field  Example  Field Type  Field Length  Input 
Price Band PriceListReference Standard string 20 Optional
Discount Group DiscountGroupReference Trade string 20 Optional
Order Value Discount OrderValueDiscountReference 10% Off orders over 1000 string 20 Optional
<?xml version="1.0"?>
<Company xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>
      <PriceListReference>Standard</PriceListReference>
      <DiscountGroupReference>Trade</DiscountGroupReference>
      <OrderValueDiscountReference>10% Off orders over 1000</OrderValueDiscountReference>
    </Customer>
  </Customers>
</Company>

Delivery Addresses

The information below can be specified under Sales Order Processing -> SOP Maintenance -> Customer Delivery Addresses in Sage. We recommend that the Id field be populated by the unique id of the delivery address from the external system, Zynk uses this field to track delivery addresses already imported to prevent duplicates being created in Sage.

Sage Field XML Field Example Field Type Field Length Input Notes
- Id 5230 string 30 Optional  
Postal Name Company Zynk Software Limited string 60 Optional If a value is not provided for this field, it will default to the Title, Forename, Middlename, Surname and Suffix.
- Title Mr string - Optional Only used if Company is not provided.
- Forename Joe string - Optional Only used if Company is not provided.
- Middlename E string - Optional Only used if Company is not provided.
- Surname Harrison string - Optional Only used if Company is not provided.
Address [Line 1] Address1 Nelson House string 60 Optional  
Address [Line 2] Address2 Fleming Business Centre string 60 Optional  
Address [Line 3] Address3 Jesmond string 60 Optional  
Address [Line 4] Address4 string 60 Optional    
City Town Newcastle upon Tyne string 60 Optional Available in Sage 200 V6 and greater. Can only be set if ‘Use Segmented Addresses’ is enabled in Accounting System Manager -> System Settings.
County County Tyne & Wear string 60 Optional Available in Sage 200 V6 and greater. Can only be set if ‘Use Segmented Addresses’ is enabled in Accounting System Manager -> System Settings.
Post Code Postcode NE2 3AE string 10 Optional  
Country Country GB string 2 Optional  
Telephone Telephone 0845 123 2920 string 30 Optional  
Fax Fax 0845 123 2921 string 30 Optional  
E-mail Email support@zynk.com string 255 Optional  
Tax Number VatNumber 796 5763 59 string 30 Optional  
Tax Code TaxCode 1 int - Optional  
Country Code Country GB string 2 Optional Use the 2 letter ISO country code as the value.
<?xml version="1.0"?>
<Company xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>      
      <DeliveryAddresses>
        <Contact>
          <Id>5230</Id>
          <Company>internetware</Company>
          <Title>Mr</Title>
          <Forename>Joe</Forename>
          <Middlename>E</Middlename>
          <Surname>Harrison</Surname>
          <Address1>Nelson House</Address1>
          <Address2>Fleming Business Centre</Address2>
          <Address3>Jesmond</Address3>
          <Address4></Address4>
          <Town>Newcastle upon Tyne</Town>
          <County>Tyne &amp; Wear</County>
          <Postcode>NE2 3AE</Postcode>
          <Country>GB</Country>
          <Telephone>0845 123 2920</Telephone>
          <Fax>0845 123 2921</Fax>
          <Email>support@zynk.com</Email>
          <VatNumber>796 5763 59</VatNumber>
          <TaxCode>1</TaxCode>
        </Contact>
      </DeliveryAddresses>
    </Customer>
  </Customers>
</Company>

Account Status

The information below can be specified on the Account Status screen in Sage.

Sage Field XML Field Example Field Type Field Length Input Notes
On Hold AccountOnHold true bool - Optional  
<?xml version="1.0"?>
<Company xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema">
  <Customers>
    <Customer>      
      <AccountOnHold>true</AccountOnHold>
    </Customer>
  </Customers>
</Company>

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